RFP_AE_Services_Town_Office_Public_Safety.pdf

TOWN OF WOODSTOCK, VIRGINIA

REQUEST FOR PROPOSAL (RFP)

Architectural and Engineering Services - Town Office and Public Safety Facility

RFP Number: FY27_RFP_002

Issue Date: September 21, 2026

Proposal Due Date: Monday, October 26, 2026 at 2:00 PM Local Time

SECTION 1 — OFFEROR CONTACT INFORMATION

Complete all fields. This cover sheet must be signed and returned with your proposal.

Legal Name of Firm (as listed on W-9)

DBA / Trade Name (if applicable)

Street Address

City, State, ZIP

Primary Contact Name

Title

Phone Number

Email Address

SECTION 2 — ATTESTATIONS

By signing this cover sheet, the authorized representative of the firm named above attests and certifies to the following:

□ Years in Business: The firm has been in continuous operation as a legal business entity for a minimum of five (5) years. Year business established: ___________

□ No Pending Litigation: The firm has no current pending litigation that would materially affect its ability to perform the services described in this RFP, and no judgments have been entered against the firm in the past three (3) years that remain unsatisfied.

SECTION 3 — ADDENDUM ACKNOWLEDGMENT

The Town will complete this table as each addendum is issued and will distribute an updated cover sheet with each addendum. Offerors must initial each row to acknowledge receipt, and should confirm with the Town's website or eVA immediately prior to submission that no additional addenda have been issued. Proposals submitted without acknowledgment of all issued addenda may be deemed non-responsive. If no addenda have been issued as of the due date, write "None" in the following table.

Addendum Number Date Issued Subject/Description Initial

SECTION 4 — AUTHORIZED REPRESENTATIVE SIGNATURE

The undersigned, being duly authorized to act on behalf of the firm identified above, certifies that all information provided in this proposal is true, accurate, and complete, that all attestations in Section 2 are correct, and that the firm agrees to be bound by the terms and conditions of this RFP and any resulting contract.

Printed Name of Authorized Representative

Title

Signature of Authorized Representative

Date

This cover sheet must be signed and submitted as the first page of your proposal.

Request for Proposal (RFP) Architectural and Engineering Services — Town Office and Public Safety Facility The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified architectural and engineering firms to provide professional services for the design of a combined Town Office and Public Safety Facility for the Town of Woodstock, Virginia. The Town intends to select a firm through a qualifications-based selection process and to negotiate a multi-phase services agreement with the most qualified respondent.

This RFP is issued in accordance with the Virginia Public Procurement Act (Virginia Code § 2.2-4300 et seq.) and the Town of Woodstock Procurement Policy.

The Town’s Point of Contact for this project is:

Tammy DePhillip, Director of Finance Town of Woodstock 135 N. Main St.

Woodstock, VA 22664 Ph: 540-459-3621 Email: tdephillip@woodstockva.gov

Offerors may submit proposals electronically through eVA or by mail/hand delivery in a sealed envelope. See Proposal Submission Requirements below for complete instructions.

Potential Offerors are required to submit all questions in writing by email directly to the listed point of contact no later than Friday, October 9, 2026 at 4:00 PM. Written responses, including the questions, will be provided to all Offerors via an official Addendum and posted on the Town’s website.

I. Project Background The Town of Woodstock is an incorporated town in Shenandoah County, Virginia, serving as the County seat. The Town provides municipal services including administration, finance, planning, public works, and public safety.

The Town has determined that a new combined Town Office and Public Safety Facility is necessary to address space deficiencies, operational needs, and the long-term requirements of both municipal administration and public safety functions. In preparation for this project, the Town has completed a space study and needs analysis, a preliminary test fit of the program on a Town-owned site, and a preliminary cost estimate. The Town holds clear title to the project site.

The Town engaged Dewberry Architects to conduct a space study, the results of which are attached as Exhibit A for reference. This document includes an existing facility assessment, space program, site selection analysis, and a 2024 conceptual cost estimate. The Town notes that none of the sites evaluated in the exhibit is the selected project site, and the cost estimate reflects 2024 pricing for comparative purposes only. Both the program and cost figures are subject to refinement as part of Phase 1 services.

The Town is pursuing financing for this project through the USDA Rural Development Community Facilities Direct Loan Program. The USDA Community Facilities program requires a Preliminary Architectural Report (PAR) meeting the requirements of RD Instruction 1942-A, Guide 6, as a condition of the loan application. USDA must concur with the architectural/engineering services agreement prior to the commencement of work.

The Town intends to select one firm for the full scope of architectural and engineering services, structured as a phased engagement from preliminary report through construction administration.

mailto:tdephillip@woodstockva.gov

II. Procurement Schedule The table below summarizes the anticipated schedule of events for this solicitation. All deadlines and times are local time. This schedule is subject to change at the Town’s discretion.

RFP Issued Monday, September 21, 2026

Deadline for Written Questions (by email) Friday, October 9, 2026 at 4:00 PM local time

Proposal Due Date Monday, October 26, 2026 at 2:00 PM local time

III. Project Scope and Requirements The Town is seeking architectural and engineering services for the full project lifecycle. The engagement is expected to include, at minimum, the following phases. Firms are encouraged to identify additional services or scope elements that experience indicates are necessary or advisable for a project of this type and financing context.

Phase 1 — Preliminary Architectural Report (PAR) The selected firm will prepare a Preliminary Architectural Report meeting the minimum requirements of USDA RD Instruction 1942-A, Guide 6. The PAR is a USDA-required deliverable for the Community Facilities Direct Loan application and will serve as the foundational planning document for subsequent design phases. At a minimum, the PAR will address:

• Existing conditions and site analysis

• Facility program and space requirements, drawing on the Town's completed space study

• Proposed facility description, including site plan and preliminary building layout

• Preliminary cost estimate

• Statement of how the facility will be operated and maintained

• Identification of any regulatory, environmental, or historic preservation considerations

• USDA PAR submission and approval coordination

Phase 2 — Schematic Design Development of schematic design documents sufficient to establish the general scope, scale, and relationship of project components, and to refine the cost estimate.

Phase 3 — Design Development Development of design development documents, including preliminary drawings and outline specifications that fix and describe the size and character of the project.

Phase 4 — Construction Documents Preparation of construction documents, including drawings and specifications, suitable for competitive sealed bidding. USDA must concur with plans and specifications prior to bid advertisement.

Phase 5 — Bidding and Procurement Support Assistance with the competitive sealed bid process, including preparing procurement documents, responding to bidder questions, preparing addenda, attending the bid opening, and providing a recommendation for award. The project will be procured by design-bid-build competitive sealed bidding in accordance with USDA requirements and the Virginia Public Procurement Act.

https://www.rd.usda.gov/media/file/download/pafr-guide-6-10242023.pdf

Phase 6 — Construction Administration Administration of the construction contract, including site observation, processing of pay applications, review of submittals and shop drawings, and project closeout. USDA requires a monthly on-site inspection and progress meeting during the construction phase.

Additional Services The scope of services may include additional tasks identified during the course of the project or recommended by the selected firm. These may include, but are not limited to, geotechnical investigation, surveying, environmental assessment, SHPO consultation, commissioning, or other services appropriate to the project. Firms should identify in their proposal any services they recommend including and their rationale.

An environmental review is required prior to any ground disturbance and as a condition of USDA Community Facilities financing. The Town is open to the selected firm performing the environmental review as part of the A/E scope of services. Firms that have the capability and experience to conduct Phase I and Phase II Environmental Site Assessments, or to manage the environmental review process in coordination with USDA, are encouraged to describe that capability in their proposals and to indicate whether they propose to include environmental review within their scope.

IV. Federal Financing Requirements Because this project will be financed in part through the USDA Community Facilities Direct Loan Program, the following federal requirements apply to the professional services engagement:

• USDA must concur with the architectural/engineering services agreement prior to commencement of work. The selected firm should be familiar with USDA RD Instruction 1942- A requirements for professional service agreements.

• The project is subject to the Build America Buy America Act (BABAA) and American Iron and Steel (AIS) Act requirements. The selected firm will be responsible for incorporating and documenting compliance with these requirements in the construction documents.

• USDA must concur with plans and specifications prior to bid advertisement.

• USDA must concur with the bid award recommendation prior to contract execution.

• A pre-construction conference with the borrower, contractor, and USDA is required prior to construction commencement.

• USDA will conduct monthly on-site inspections during the construction phase.

Firms are expected to have working knowledge of USDA Community Facilities program requirements or demonstrate comparable experience with federal loan program requirements for public facility construction.

V. Selection and Evaluation Criteria This procurement uses qualifications-based selection (QBS) in accordance with Virginia Code § 2.2-

4302.2. Proposals will be evaluated on qualifications only. Offerors shall not submit, and the Town will not consider, estimates of man-hours, cost, or fee as part of the proposal.

Evaluation Criteria and Point Weights

An evaluation committee will review all proposals. Following initial evaluation, the Town may invite a limited number of firms to make oral presentations. Following completion of the evaluation and any presentations, the Town will identify the highest-ranked firm and enter into negotiations to establish a scope of services and fee. If negotiations are unsuccessful, the Town will proceed to the next-ranked firm.

https://www.rd.usda.gov/files/1942a.pdf https://www.rd.usda.gov/files/1942a.pdf

Proposals will be evaluated using the following criteria:

• Firm qualifications and relevant experience - municipal facilities, public safety facilities, and projects involving USDA Community Facilities financing or similar federal funding (35 points available)

• Qualifications and experience of key personnel proposed for this project, including the project architect/engineer of record and project manager (30 points available)

• Understanding of the project and proposed approach - including identification of scope elements, project phasing, and key issues specific to this facility type and financing context (25 points available)

• References from comparable public-sector projects (10 points available)

Selection Process

The Town will review all proposals submitted by firms responding to this RFP and score the proposals using the ranking criteria above. Pursuant to § 2.2-4302.2 of the Virginia Public Procurement Act, the Town will engage in individual discussions with two or more firms deemed fully qualified, responsible, and suitable on the basis of initial responses and then select, in the order of their competence and qualifications, the firm that is considered most qualified to provide the required services. The Town will request that firms identified as fully qualified submit additional data, including a nonbinding estimate of costs, and will afford such firms an opportunity to discuss the project, scope, and qualifications.

Following individual discussions and evaluation of any supplemental information, the Town will rank the firms in order of qualifications. The Town will then commence negotiations with the highest-ranked firm to establish a scope of services and a fee for the engagement. If the Town is unable to negotiate a satisfactory contract with the highest-ranked firm at a price the Town determines to be fair and reasonable, negotiations with that firm will be formally terminated. The Town will then commence negotiations with the second-ranked firm, and will proceed in this manner through the ranking list until a satisfactory contract is reached.

The Town reserves the right to reject any and all proposals, to waive informalities, to request additional information, and to make no award if it is determined to be in the best interest of the Town.

VI. Proposal Submission Requirements Offerors may submit their proposal using either of the following methods:

Electronic Submission via eVA – Proposals may be submitted electronically through eVA (www.eva.virginia.gov), in accordance with the instructions provided on the eVA solicitation posting.

Mail or Hand Delivery – Proposals may be submitted in a sealed envelope, marked with the RFP title, “Architectural and Engineering Services - Town Office and Public Safety Facility” and delivered to the project point of contact at the address listed above.

Regardless of the method used, proposals must be received by the Town no later than the Proposal Due Date and time specified in this RFP. Proposals received after that date and time will not be considered.

Prior to submitting a proposal, offerors are responsible for checking the Town's website at woodstockva.gov/bids or eVA (eva.virginia.gov) for any addenda issued in connection with this RFP.

Any costs incurred in preparing or submitting a proposal are the sole responsibility of the offeror. The Town will not reimburse any offeror for proposal preparation expenses.

Each proposal shall include the following sections in the order listed, with a table of contents and page numbers. Proposals should not exceed 30 pages, excluding cover letter, resumes, and project experience sheets.

All proposals should include the following:

A. Cover Page: The completed cover page of this RFP (cover sheet), including the firm's legal name and address, primary contact information, required attestations, and addendum acknowledgment, signed by an authorized representative.

B. Firm Qualifications: Overview of the firm, including size, office locations, and relevant areas of practice. Describe the firm's experience with similar municipal facility projects, public safety facility design, and projects involving USDA Community Facilities financing or comparable federal loan programs.

C. Key Personnel: Identify the individuals proposed to lead this engagement, including the project architect/engineer of record. Provide a resume or qualifications summary for each key team member, including relevant licenses, certifications, and comparable project experience.

D. Project Understanding and Approach: Describe your understanding of the project based on the information provided in this RFP. Identify any scope questions, additional services you recommend, and your proposed approach to Phase 1 (Preliminary Architectural Report). Firms that propose to include environmental review (Phase I/II ESA) within their scope should describe their capability and approach within this section. Firms are encouraged to identify scope elements that may not be listed here but that experience indicates are necessary for a project of this type.

E. Current Workload/Anticipated Completion: Describe your firm’s current workload and anticipated completion of the proposed services, including research, design, drawings, and specifications.

F. Firm’s proposed involvement of other parties in the project: If subs are proposed, the role of each sub should be discussed. If additional engineering studies/services are proposed, the need for each should be discussed.

G. Relevant Project Experience: Provide up to five examples of comparable projects completed within the last ten years. For each project, include: project name and owner; project description and scope; total construction cost; your firm's role; and whether the project involved federal financing requirements.

H. References: Provide three references from public-sector clients for comparable projects within the past five years. Include the client name, project name, contact name and phone number, and the year the project was completed.

I. SCC Registration (Attachment A): Pursuant to Virginia Code § 2.2-4311.2, any firm organized or authorized to transact business in the Commonwealth shall include its State Corporation Commission identification number.

VII. General Terms and Conditions A. Following identification of the highest-ranked firm, the Town reserves the right to conduct discussions and negotiations to establish a scope of services and fee acceptable to both parties.

The Town may, as a result of such negotiations, propose a contract that amends the scope described in this RFP or the offeror's proposal prior to signing.

B. The selected firm will be required to maintain professional liability, general liability, and workers' compensation insurance in amounts acceptable to the Town. Specific requirements will be established during contract negotiation.

C. Any contract resulting from this procurement will be subject to review and concurrence by USDA Rural Development prior to execution. The selected firm acknowledges this requirement by submitting a proposal.

D. This document will form part of the contract between the successful offeror and the Town. The terms of this document are subject to the Request for Proposal, which shall control in the event of conflict.

E. This procurement is subject to the Virginia Public Procurement Act, Virginia Code § 2.2-4300 et seq., and the Town of Woodstock Procurement Policy.

F. This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth in Shenandoah County, Virginia. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

G. The Offeror shall provide the Town with documents bound and suitable for distribution. In addition, all electronic copies of documents shall be provided in a format compatible with the Town's word processing hardware and software.

H. All documents, including electronic copies, submitted in response to this solicitation shall become the property of the Town. All documents, including electronic copies, prepared in conjunction with, and relating to, the work detailed in this solicitation and resulting Contract shall become the property of the Town upon final payment of all fees to the Contractor as set forth in the contract.

I. The successful Offeror (Contractor) shall assume full responsibility for the complete effort as required by this RFP. The selected Offeror shall be the sole point of contact for the Town regarding all contractual responsibilities.

J. By submitting their proposals, offerors certify to the Town that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and 2.2-4311 of the Virginia Public Procurement Act.

K. The successful offeror must warrant that it will not discriminate against any employee, or other person, on account of race, color, sex, religious creed, ancestry, age, national origin, other non-job related factors or any basis prohibited by law. To the extent required by law and upon request of the Town, the successful offeror must agree to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

L. No offeror shall modify, revise, edit or make any unauthorized change(s) to the original Request for Proposal (RFP). The Official solicitation document and the addenda(s) are the documents posted on the Town of Woodstock’s web site and/or eVA. Any such violation as stated above may result in rejection of the RFP response. In addition, violations may result in the debarment of the offeror by the Town of Woodstock.

M. If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the person whose name appears on the face of the solicitation. Any revisions to the solicitation will be made only by addendum issued by the buyer.

N. Any proposal resulting from this solicitation shall be valid for (90) days. At the end of the (90) days the proposal may be withdrawn at the written request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

O. The Town may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the services/furnish the goods and the offeror shall furnish to the Town all such information and data for this purpose as may be requested.

The Town further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Town that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

P. The Town shall not be in default of any failure in performance of this agreement in accordance with its terms if such failure arises out of causes beyond its reasonable control and without the fault of or negligence of the Town. Such causes may include but are not restricted to acts of God or the public enemy, fires, flood, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather, but in every case the failure to perform must be beyond the reasonable control and without the fault or negligence of the Town.

Q. In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Town, after 21 days advance written notice, if the failure is not cured, may procure them from other sources and hold the contractor responsible for any resulting additional direct and indirect costs. This remedy shall be in addition to any other lawful remedies, which the Town may have.

R. The Town may terminate any agreement resulting from this solicitation at any time, for any reason or for no reason, upon thirty days advance written notice to the Contractor. In the event of such termination the Contractor shall be reasonably compensated for services and work performed prior to termination.

S. The contractor shall be responsible for all property damage, accidents, injury, death, and other liabilities incurred while performing contractual duties for the Town and will hold the Town harmless for all resulting damages, including reasonable attorneys’ fees. This duty of indemnification shall include the right of the Town to select its legal counsel in any such situation.

T. Changes can be made to the contract in any of the following ways:

a. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

b. The Town delegated agent may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method and the place of delivery. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any reasonable additional costs incurred as the result of such order and shall give the Town a credit for any savings.

U. It is mutually understood and agreed that the Contractor shall not assign, transfer, convey, or otherwise dispose of this contract or its interest therein, or its power to execute such contract, to any other person, firm, or corporation, without the prior specific written consent of an authorized representative of the Town of Woodstock; but in no case shall such consent relieve the Contractor from his obligations or change the terms of the contract.

V. All parties performing services for the Town shall comply with all Occupational Safety and Health Administration (OSHA), State Occupational Health Standards, and any other applicable rules and regulations. All parties shall be held responsible for the training, supervision, and safety of their employees. Any unsafe acts or hazardous conditions that may cause injury or damage to any persons or property within and around the work site areas under this contract shall be remedied per the regulatory agency’s guidelines.

W. The Town shall not indemnify or hold harmless any Contractor or other third party. The Town does not waive any right or release any party from liability, whether on its own behalf or on behalf of any boards, employees, or agents. The Town does not waive the right to trial by jury for any cause of action arising from the contract but may at its option submit any contract claim to binding arbitration, binding mediation, or mediation. In such event, the mediator/arbitrator shall be selected by mutual agreement of the parties and failing such agreement, then by the Circuit Court of Shenandoah County upon proper petition and notice. The Town shall not be liable to Contractor for any special, punitive, or exemplary damages arising from the performance of the contract, including, but not limited to, incidental damages, and lost profit and lost wages, even if such special damages are reasonably foreseeable. Any provision(s) in the contract contrary to these statements is/are hereby deleted and rendered void.

X. All proposals submitted shall have included in price the cost of any business or professional licenses, permits or fees required by the Town of Woodstock or the Commonwealth of Virginia.

The offeror must have all necessary licenses to perform the services in Virginia and, if practicing as a corporation, be authorized to do business in the Commonwealth of VA.

Y. Pursuant to Code of VA 2.2-4311.2 subsection B, an offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its proposal the identification number issued to it by the State Corporation Commission (SCC).

Any offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its proposal statement describing why the offeror is not required to be so authorized.

Link to the SCC site is http://www.scc.virginia.gov.

http://www.scc.virginia.gov/

ATTACHMENT A

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL. FAILURE TO INCLUDE

THIS FORM SHALL RESULT IN REJECTION OF YOUR PROPOSAL.

Pursuant to Virginia Code § 2.2-4311.2, an offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State Corporation Commission ("SCC"). Any offeror that is not required to be authorized to transact business in the Commonwealth shall include in its proposal a statement describing why authorization is not required.

NOTE: The SCC number is NOT your federal ID number or business license number.

Please check the applicable box:

A. [ ] Offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC. SCC Identification Number: _____________________

B. [ ] Offeror is an out-of-state (foreign) business entity authorized to transact business in Virginia by the SCC. SCC Identification Number: _____________________

C. [ ] Offeror is not required to be authorized to transact business in Virginia for the following reason(s):

Legal Name of Company (as on W-9)

Authorized Signature

Print Name and Title

Date